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1. INNOVATION IDEAFEASIBILITY STUDYDeveloping the mandate and building the project planInnovation Champion and Project Leader support eTraining#1June 2013v20130617
2. Presenters Olga Manzoni HR Director, Atlantic & Saskatchewan Paola Bozzer Director, Manufacturing Efficiency
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9. INNOVATION IDEAFEASIBILITY STUDYDeveloping the mandate and building the project planInnovation Champion and Project Leader support eTraining #1 June, 2013v20130617
10. Support for Innovation Project The following training and coaching session has been designed to help innovation Project Leaders complete their feasibility study on-time for the Innovation Day on Nov. 7th, 2013 Validation Phase #1 Developing the Mandate and Building the Project Plan Validation Phase #2 Project Follow-up Sponsor/ task force Sponsor/ task force eTraining #1 eTraining #2 Follow-up with Champion Follow-up with Champion June, 2013 August, 2013
11. Eleven Most PromisingIdeas 2013
12. objectives At the end of thiseTraining session, youshouldbecomfortablewith: Conductinga feasibility study and documenting the business case Developing your mandate and seekingapproval Buildingyour project plan and mobilizingthe required resources
13. AGENDA Moving from the Innovation Challenge to the feasibility study Innovation project management Understanding what a feasibility study is and what is included in a business case Defining the mandate Preparing the project plan Wrap-up, next steps and review of the objectives
14. AGENDA Moving from the Innovation Challenge to the feasibility study Innovation project management Understanding what a feasibility study is and what is includedin a business case Defining the mandate Preparing the project plan Wrap-up, next steps and review of the objectives
15. Stage Gate: Process to filter GO / NO GO 1 2 5 3 4 GATE 2013 Challenge Selection Events Innovation Day Nov 7th Development Testing & Validation Commercialization/ Implementation Innovation needs and idea generation Detailed Feasibility study Feasibility study On Course Facingdelays Major challenges Retail Entry Portal Panoramax Text2Buy Smart Flyers MyLife Mon Quartier Iolo HILO
16. What is the Goal of A FEASIBILITY study? The goal is to ascertain: Can we sell it? (Commercial feasibility) Can we do it? (Technical feasibility & Operational feasibility) Can we make money from it? (Financial feasibility)
17. Planning the Transfer from the Idea Team to the Feasibility Team 2013 Challenge Selection Events Innovation needs and idea generation Feasibility Study Champion Project Leader Feasability Team members Challenge Team It isrecommendedthat the Champions and Project Leaders plan a meeting with the Challenge team to understand the ideaand willalsoconsider the scope and feedback discussedduring the selectionevents. Use thisopportunity to gage the interest, availability and expertise of potential Team members. For feasibilitystudy, do select team members with expertise.
18. What TO EXPECT OVER the Next 4 Months Clarify mandate & develop project plan Project follow-up Check point with Sponsor Check point with Sponsor Submit feasibility study : Nov. 1, 2013, noon Training to kick-start the feasiblitystudy Training for Champions and Project Leaders on innovation project management 14 Mid Aug. Oct. eTraining A) Building a feasibility study + B) the Mandate + C) The Project Plan eTraining Project follow-up Q&A eTraining Presenting a business case Innovation Day Nov 7th
19. AGENDA Moving from the Innovation Challenge to the feasibility study Innovationproject management Understanding what a feasibility study is and what is included in a business case Defining the mandate Preparing the project plan Wrap-up, next steps and review of the objectives
20. I have an extensive project management experience I‘ve managed my share of projects, but I wouldn’t say I’m an expert I’ve managed projects, but it’s not something I do often What is your level of project management experience? I’ve never managed a project
21. What is an innovation project? One thatis: Finite (has a defined beginning and end) Unique Rolled-out in phases RECALL:TC’sdefinition of innovation Developing and implementing/commercializing new offerings, new processes or new methodswhichwillcreatesignificantadded value and/or a competitiveadvantage
22. Project Management Objectives: Deliver project in a timely fashion Make smart use of resources (financial & human) Ensure quality of project deliverables Prompt failure early in the project REQUIRES: Clear mandate / description / timeline Strong, multi-disciplinary team Good communication plan Rigorous follow-through (Plan-Do-Check-Act)
23. Uncertainty Investments ? + $ Smart use of resources (financial & human) Selection Execution Little information... little $ More information ... More $$$
24. prompt Failure early in THE project A funnelingprocess Gating Selection Execution
25. Practicaladvice Killing a project that won’t be successful is not a failure, it’s business courage!
26. Fundamental rule "The management of innovation projects must be guiding, not constraining"
27. AGENDA Moving from the Innovation Challenge to the feasibility study Innovation project management Overview Roles and responsibilities Overview of the innovation management process Understanding what a feasibility study is and what is included in a business case Defining the mandate Preparing the project plan Wrap-up, next steps and review of the objectives
28. Project leader Owner SEVERAL key players Sponsor/ Task Force Champion
29. Roles and responsibilities:The SPONSOR AND THE CUSTOMER groupingTASK FORCE Sponsors: Identifying a Champion and confirming Project Leader Accessing funds Sponsors along with Task Force members (all or some) will support the feasibility study by: Confirming the mandate and the project plan of the feasibility study Supporting the Champion Giving access to resources with capabilities to support the feasibility study Touch base at least 2 times before final submission on Nov. 1st
30. Roles and responsibilities:The champion The Champion was a memberof one of the 2013 Innovation TaskForces and participated in a boot camp Clearly sets the feasibility study project objectives Monitors project progression
31. Roles and responsibilities:THE PROJECT LEADER May or may not be a member of the team thatproposed the idea. Regarding the feasibility study project: Delivers on time and on budget, meets objectives With the Champion: Works with Champion to clarify the mandate and description of feasibility study Ensures the feasibility analyses will be achievable Manages allocated resources Communicates project progression, roadblocks or successes along the way Advises of any major problem and suggest adjustments Gets the team to Nov 7th presentation With the project team: Builds a project team with relevant expertise Supervises and coordinates activities Shares project-related information
32. Roles and Responsibilities Over the Next 4 Months Sponsor:~ 5hrs Champion: ~ 5-10hrs Project Leader: ~25 hours Team members: ~75 hours in total
33. Project leader Owner CAUTION! The Champion and the Project Leader must be different people! Sponsor/ Task Force Champion
34. Roles and responsibilities:The owner Takes over from the Project Leader once the project has been closed (since owners will be responsible for development or commercialization). Ensures the implementation or commercialization of project outputs
35. AGENDA Moving from the Innovation Challenge to the feasibility study Innovation project management Overview Roles and responsibilities Overview of the innovation management process Understanding what a feasibility study is and what is includedin a business case Defining the mandate Preparing the project plan Wrap-up, next steps and review of the objectives
36. 1 2 3 4 5 GATE 2013 Challenge Selection Events Innovation Day Nov 7th Testing &validation Development Commercialization / Implementation Innovation needs and idea generation Detailed feasibility study Feasibility study Mandate Planning Business Case approval Mandate approval Execution Project Plan approval Closing or moving to next steps
37. Do you have any questions or comments? Yes No
38. AGENDA Moving from the Innovation Challenge to the feasibility study Innovation project management Understanding what a feasibility study is and what is included in a business case Defining the mandate Preparing the project plan Wrap-up, next steps and review of the objectives
39. Business caseThe 3 key outputs Uncertainties Can we sell it? (Commercial feasibility) Can we do it? (Technical feasibility & Operational feasibility) Can we make money from it? (Financial feasibility) Time
40. BUSINESS CASE deck Refer to the guide: How to build the business case Why Are We Here Vision & Objectives Market Review Business Model Commercialization Strategy Description of solution (Inclusion and Exclusion) Assumptions & Constraints Alternative Solutions Investments (Capex and Opex) Project Timeline and Structure (Optional) Project Risks Project Benefits Key Measures of Success Financials
41. BUSINESS CASE – where to start Sales person Marketing expert Customer support Marketresearch, survey, case study Understandingcompetitorsoffering and ourdifferentiation Market Review Business Model Commercialization Strategy Can we sell it? (Commercial feasibility) Who or what can help?
42. BUSINESS CASE (2/3) Who or what can help? Sales person Marketing expert Customer support Marketresearch, survey, case study Understandingcompetitorsoffering and ourdifferentiation Can we sell it? (Commercial feasibility) Market Review Business Model Commercialization Strategy Operator Technologyanalyst Manufacturingefficiency HR Describe solution proposed, the components and or potentialpartnerships Description of solution (Inclusion & Exclusion) Assumptions & Constraints Alternative Solutions Investments (Capex & Opex) Project Timelines and Structure (optional) Project Risks Can we do it? (Technical feasibility & Operational feasibility)
43. BUSINESS CASE (3/3) Who or what can help? Sales person Marketing expert Customer support Marketresearch, survey, case study Understandingcompetitorsoffering and ourdifferentiation Can we sell it? (Commercial feasibility) Market Review Business Model Commercialization Strategy Operator Technologyanalyst Manufacturingefficiency HR Describe solution proposed, the components and or potential partnerships Description of solution (Inclusion & Exclusion) Assumptions & Constraints Alternative Solutions Investments (Capex & Opex) Project Timelines and structure (optional) Project Risks Can we do it? (Technical feasibility & Operational feasibility) Can we make money from it? (Financial feasibility) Project Benefits Key Measures of Success Financials Finance Marketing experts Financial models
44. A fourth component: Package your Business Case with an impactful introduction The sponsor, the champion, the TaskForce, the project leader The team that came up with the idea A potentialcustomer Why do we need your $ and attention? Why Are We Here Vision & Objectives Can we sell it? (Commercial feasibility) Market Review Business Model Commercialization Strategy Description of solution (Inclusion & Exclusion) Assumptions & Constraints Alternative Solutions Investments (Capex & Opex) Project Timelines and Structure (optional) Project Risks Can we do it? (Technical feasibility & Operational feasibility) Can we make money from it? (Financial feasibility) Project Benefits Key Measures of Success Financials Who or what can help?
45. A Full Business CAse Why Are We Here Vision & Objectives Why do we need your $ and attention? Can we sell it? (Commercial feasibility) Market Review Business Model Commercialization Strategy Description of solution (Inclusion & Exclusion) Assumptions & Constraints Alternative Solutions Investments (Capex & Opex) Project Timelines and Structure (optional) Project Risks Can we do it? (Technical feasibility & Operational feasibility) Can we make money from it? (Financial feasibility) Project Benefits Key Measures of Success Financials
46. Seeadditionaldetails in the How to Build the Business Case Guide availableon the Intranet in the Innovation section. Intranet: http://intranet.transcontinental.ca/en/my-company/innovation/Pages/home.aspx Extranet: http://intranet.transcontinental.ca/en/my-company/innovation/Pages/home.aspx
47. AGENDA Moving from the Innovation Challenge to the feasibility study Innovation project management Understanding what a feasibility studyis and what is included in a business case Defining the mandate Preparing the project plan Wrap-up, next steps and review of the objectives
48. The mandate Mandate Mandat
49. The mandate Objective:To set clear project objectives For the Champion and the Project Leader, this phase consists of creating a mandate that will generate agreement on quantifiable objectives It will help determine the description of the feasiblitystudy to beundertaken Mandate Closing Planning Execution Mandate approval Project plan approval Business Case
50. The mandate template: Goal: To define the description of the feasibility study The template provides a framework, but does not limit the initiator, who can add any information he/she deems relevant. The mandate should not exceed one page. It is essential that the mandate be allowed to evolve over the course of the project. To be negotiated with the Champion as needed.
51. Practicaladvice The Project Leader writes out the mandate and gets the Champion’s approval.
52. Keep in mind… You will go through many iterations before reaching an agreement on a final mandate. This investment made up-front will avoid wasted time later in the process.
53. The deliverable: an overview A one-pager Five main sections: Project name and number Context Objectives and deliverables Description Constraints and linkages To be signed by both the Champion and the Project Leader
54. The mandate template and all tools can be found on the Intranet in the Innovation section. Intranet: http://intranet.transcontinental.ca/en/my-company/innovation/Pages/home.aspx Extranet: http://intersite.transcontinental.ca/fr/mon-entreprise/innovation/Pages/home.aspx
55. Do you know about the HiLo Video project? I’ve heard of it No Yes
56. Project name and number Project name: Tip: whenever possible, give your project a catchy name. It will help you with the buy-in. Project number (CAR number): The assignment of a project number officialises its status as a project. Who ?: Will be provided (Media) Various, at plant level (Print)
57. The Context Brief description of the reasons and background that led to the innovation idea, as well as of the context in which the project will take place.
58. An example: HiLo VideoOne of the winners of the 2012 Innovation Challenge Note: This example was developed based on a real project, but was modified for this training
59. Objectives and deliverables Simple and brief description of the anticipated results. Describe the elements that will indicate success. Quantifiable objectives and concrete deliverables.
60. SMART objectives Five criteria to establish a “SMART” objective
61. An example: HiLo Video
62. Scope Included: Describe elements that have to be considered over the course of the project. Excluded: Describe elements that will not be considered within this project. For example: beginning and end of targeted process, targeted products, etc.
63. An example: hiLo Video
64. Constraints and linkages Constraints are factors limiting the options of the project team. For example: Schedule, budget, assigned team members, specific supplier, consideration of results from another project, consideration of operational constraints, etc. Linkages are internal links that should be considered in the development of the project.
65. An example: hiLo Video
66. Preliminary
 Information research Mandate Mandate approval Consultation of Champion The mandate approvalprocess Resource commitment Drafting of mandate Assignment of project
leader Start
67. Signature The mandate needs to be signed by both the Champion and the Project Leader. Don’t forget to schedule the date of the project plan presentation.
68. AGENDA Moving from the Innovation Challenge to the feasibility study Innovation project management Understanding what a feasibility study is and what is included in a business case Defining the mandate Preparing the project plan Wrap-up, next steps and review of the objectives
69. Planning Project Plan approval
70. A quick reminder: The Business case’s 3 key outputs Can we sell it? (Commercial feasibility) Can we do it? (Technical feasibility & Operational feasibility) Can we make money from it? (Financial feasibility) Uncertainties Time
71. THE PLANNING phase Planning Phase Objective: To prepare for the feasibility study execution through rigorous project planning Once the mandate has been accepted, the Project Leader prepares the project plan There must be at least one Project team meeting during the planning phase Project Plan Objective: To document the plan beforeexecutingit (how, who, when, where) Used to manage the projectexecutionwillneed to beapproved by the Champion and Sponsor
72. THE PROJECT plan Cover page Signed mandate Approach & schedule Team & risks Budget Detailedactivities & appendix
73. Is the distinction between the business case deck and the project plan clear to you? No, it’s a bit fuzzy! Yes
74. Distinction betweenThe Project Plan and the Business Case The answer to these questions: Can we sell it? (Commercial feasibility) Can we do it? (Technical feasibility & Operational feasibility) Can we make money from it? (Financial feasibility) The planning and stepsneeded to produce the business case Project Plan Business Case Execution
75. The components of a project Plan The project plan Proposed approach Project scheduling Project team Project budgeting Detailed activities
76. 1. proposeDapproachto achieve objectives This section describes the solutions / ways / means to achieve the objectives
77. 2. High-levelScheduling and GATES For each phase, activity and gate, indicatestart and end dates. For eachgate, determinewho must bepresent. Make it visual : Illustrate with a table or Gantt chart.
78. PROJECT Scheduling Example
79. 3. PROJECT TEAM Ideally, a core team of 3to 4 memberscanbesupportedby an extendedteam, if needed. Project leader Core team Extended team
80. PROJECT management roles 1) Project leader: Delivers project objectives within timeframe and budget Prepares project mandate Plans project and manages available resources (financial and human) Builds schedule Ensures monitoring Accounts for project progression (performance indicators) 2) Core team members: Contribute actively to reaching project objectives Are responsible for allocated deliverables Support other core team members Ensure knowledge preservation (files, vouchers, etc.) 3) Extended team members: Subjectmatter experts, members of the extended team, support the core team by: Contributing, when asked Validating new developments
81. Caution! Onlyinclude in yourprojectteam those people whowillexecute or deliver an element, not thoseyouwillonlybe consulting.
82. Yes, both! Mycore team isclear but myextended team, not as much… Are youclear on whowillbe part of yourcore team and extended team? No.
83. Remember… The Project leader has to make sure that he/she has access to all necessary expertise.
84. A list of best practices to negotiate resources and other tools can be found on the Intranet in the Innovation section. Intranet: http://intranet.transcontinental.ca/en/my-company/innovation/Pages/home.aspx Extranet: http://intersite.transcontinental.ca/en/my-company/innovation/Pages/home.aspx
85. Practicaladvice CommunicatE continuously and efficiently Establish efficient communication channels The Project leader ensuresfollow-up with the core team, Champion, Sponsor, Task force and otherstakeholders Core team members have the responsibility to follow-up withextended team members
86. 4. PROJECT BUDGETING Consists of breaking down costs for each phase or item in the project It includesinternal and externalcosts The summary of costsispresented in the body Detailed costs should be presented in the appendix
87. Example
88. ACCESS TO Funding The TC Innovation fund is primarily available to support advanced feasibility study and product development phase up to commercialization. Some funds can be accessed to help with the feasibility study, if Sponsor requires it, by communicating with VP Strategy and Innovation. Funds can be used for: 1 2 5 3 4 Development Testing &validation Commercialization / Implementation Advanced feasibilitystudy Feasibility study Use of funds Consultant or external support Market study / external assessment Material Tech development Capital expenses (equipment) Training
89. 5. detailedActivities The breaking down of the project in phases, activities, sub-activities and deliverables. Two ways to detail project execution: Table (Excel) Graph (Gantt chart) It must include the timeline and deadlines as well as the person responsible for each deliverable.
90. detailed activitiesTable Example
91. PROJECT plan approval Objective: To ensure that the project plan is adequate before conducting the feasibility study The Project Leader seeks approval from Champion and Sponsor. Business Case approval Planning Feasibility Mandate Project Plan approval Mandate approval Deliverable Mandate Deliverable Project plan Deliverable Business Case deck
92. AGENDA Moving from the Innovation Challenge to the feasibility study Innovation project management Understanding what a feasibility study is and what is included in a business case Defining the mandate Preparing the project plan Wrap-up, next steps and review of the objectives
93. What TO EXPECT OVER the Next 4 Months Clarify mandate & develop project plan Project follow-up Check point with Sponsor Check point with Sponsor Submit feasibility study : Nov. 1, 2013, noon Training to kick-start the feasiblitystudy Training for Champions and Project Leaders on innovation project management 14 Mid Aug. Oct. eTraining A) Building a feasibility study + B) the Mandate + C) The Project Plan eTraining Project follow-up Q&A eTraining Presenting a business case Innovation Day Nov 7th
94. Next steps FOR PROJECT LEADERS Define the mandate and review it with the Champion before validating it with the Sponsor Build your team and your project plan Finalize your project plan and get final approval from your Champion and Sponsor Start the business case development Note: An internal Project Management Expert could be available for support.
95. Review of the ObjectiVEs You shouldnowbecomfortablewith: Conducting a feasibility study and documenting a business case Developing your mandate and seeking approval Building your project plan and mobilizing the required resources
96. Before we end, do you have any final comments or questions? No, everything's fine! Yes

97. Thank you!